HR Documents & E-Sign

People includes a built-in e-signature system for HR documents — offer letters, NDAs, policy acknowledgments, employment agreements, and more. Every document is sent, signed, and stored without leaving The One Stack.

Supported Document Types

Type	Common Use Cases
Offer Letter	New hire offer — includes title, salary, start date, benefits summary
Policy Acknowledgment	Handbook, code of conduct, acceptable use, BYOD policy
I-9 Verification	Employment eligibility verification (US)
Equipment Checkout	Laptop, phone, badge assignment with return responsibility
Review Sign-Off	Employee acknowledgment of completed performance review
Separation Agreement	Termination documentation with severance terms
NDA	Non-disclosure or confidentiality agreement
Handbook Acknowledgment	Annual re-acknowledgment of employee handbook

Sending a Document

1. Navigate to E-Sign in the left navigation
2. Click New Document
3. Select the Document Type
4. Select the Employee (signer)
5. Review the document content — the system generates a default template based on the document type and the employee's record data
6. Edit the content as needed
7. Set an Expiry Date (optional) — if the document is not signed by this date, it expires and must be re-sent
8. Click Send for Signature

The employee receives an email with a secure, tokenized link to view and sign the document.

💡For offer letters, send the document before the employee's start date — they can sign from any device without needing a People login.

Signing a Document (Employee Experience)

When an employee receives the signing email:

1. They click the link — this opens a secure signing page (no login required, link is single-use and time-limited)
2. They review the full document
3. They type or draw their signature
4. They click Sign Document
5. People records the signature, IP address, timestamp, and user agent
6. Both the employee and the HR requester receive a confirmation email with a PDF copy

If the employee wants to decline, they can click Decline to Sign and provide a reason. You will be notified immediately.

Document Statuses

Status	Meaning
Pending	Document created, not yet sent
Sent	Email sent to the signer
Viewed	Signer opened the signing link
Signed	Document signed and stored
Declined	Signer declined — reason recorded
Expired	Expiry date passed without signing
Voided	Manually voided by HR

Viewing and Downloading Signed Documents

1. Navigate to E-Sign
2. Filter by status Signed to see completed documents
3. Click any document to see details: signing date, IP address, PDF link
4. Click Download PDF to save a copy

ℹ️Signed documents are stored permanently in the e-sign vault. They are not deleted when an employee is terminated — audit records are retained for compliance.

Voiding a Document

If you need to cancel a sent document before it is signed:

1. Open the document from the E-Sign list
2. Click Void Document
3. Confirm the void

Voided documents cannot be re-sent. Create a new document if you need to re-send.

Integration with Onboarding

When building onboarding templates, you can attach an e-sign document to any task. When the employee completes that task in onboarding, they are directed to the signing flow. Once signed, the task is automatically marked complete.

This is the standard way to handle:

• Offer letter acceptance
• I-9 completion
• Handbook acknowledgment
• Equipment checkout form

Integration with Legal

For policy documents managed in The One Legal, use the Policy Acknowledgments workflow instead. Policy acknowledgments route through Legal for document storage and compliance tracking.

Security

• All signing links are single-use and expire after 7 days (or the configured expiry date)
• Signature data is encrypted at rest
• IP address and user agent are recorded for every signed document
• Full audit trail: who requested it, when it was sent, when it was viewed, when it was signed

⚠️Do not share document signing links. Each link is tied to a specific document and signer — anyone with the link can sign on behalf of the intended recipient.